Transcript Slide 1

Training Outline - Registrars
Day One
• Introductions
• Importance of security in Infinite Campus
• “Discussion Points” Power Point
o Tools, Important Things to Note
o HELP!!!
o Student Confidentiality
o Enrollment Procedures
o Forms
o Start Status and End Status codes
o Home/Hospital
o Geo Codes
o Out of Area
o Transportation Codes
o Overage/Underage Students
o Home School
o 20 Day Attendance Reporting Calendar
o Student/Staff Addresses
o Household Flow Chart
o How can I tell if a household has been verified?
o Household Information Updates
o A closer look at enrollments
• Extra time? Begin on “Day Two” material
Day Two
• DPP Website and IC Support Website
• Walk through procedures in Attendance Manual
o Error Reports
o Checklists
• Beginning of Year procedures
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Checklist
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
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Important Tools
• Attendance Manual
• Student Code of Conduct
• Access to the FCPS DPP Support Site
• Login / password to Infinite Campus
Important Things to Note
• There are many forms that must be notarized. It is very
important that a notary is present in your building at all times!
Contact Monica Nicholson if you need to become a notary.
• Any court documents pertaining to a student should be kept on
file. Please alert the parent/guardian: if a document expires, it
is the responsibility of the parent/guardian to bring an updated
document.
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HELP!!!
Staff Name
Area
Department
Jill Mosow
Infinite Campus –
Attendance, registration,
behavior, truancy, custom
reports
DPP Office
381-4128
jill.mosow
Jean Salley
Out of Area
DPP Office
381-4122
jean.salley
Bob Joice
Continuation Plan
DPP Office
381-4315
bob.joice
Sharon
Pearson
Registration, out of county,
tuition, homeschoolers
DPP Office
381-4130
sharon.pearson
Diana
Cromer
DPP - Truancy
DPP Office
381-4127
diana.cromer
Doug
Adams
Assistant DPP – Truancy
DPP Office
381-4353
doug.adams
Jennifer
Assistant DPP – Truancy
Quisenberry
DPP Office
381-4282
jennifer.quisenberry
Sherry
Poore, Jodi
Jelinek,
Starr Wilson
Infinite Campus – User rights,
scheduling, Ad Hoc filters,
grading, households, Parent
Portal
Education
Technology
2000.fcps
Sherry
Poore
KEES
Education
Technology
sherry.poore
Nena
Middleton
Home/Hospital
Homebound /
Hospital Services &
Programs
Pam White
Homeless / McKinney Vento
Act
Student Support
Services
381-4198
pam.white
Sheila Clark
504 Plans
Student Support
Services
381-4326
sheila.clark
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Phone Number / Email
381-4333
nena.middleton
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What is IAKSS?
I – It’s
A – About
K – Kids
S – Support
S – Services
“Central Office”
Physical Address: 701 E Main St, 40502
Mailing Address: 1126 Russell Cave Rd, 40505
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Student Confidentiality
• When discarding documents containing student
information, anything identifying a student by name,
SSN, address, etc. must be shredded.
• Staff may only discuss information about a student with
the student’s parent/guardian.
• When a request for records is received from a
school/district outside of Fayette County Public Schools,
always keep the original cum folder. Send a copy.
Enrollment Procedures
Registration requirements are listed online:
www.fcps.net > Administration > Departments > Pupil
Personnel > Enrollment > School Registration Requirements
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Enrollment Procedures
The following items are required:
• Birth certificate or other reliable proof of identity
o ________________________________________
o ________________________________________
o ________________________________________
o ________________________________________
• Two proofs of residence
o ________________________________________
o ________________________________________
• If the family owns their home and they do not have a
copy of the deed, use the PVA website to verify
ownership with a valid ID: www.fayette-pva.com
o Bookmark this site for easy access!
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Enrollment Procedures
• Recent preventive health care exam*
• Up-to-date Kentucky immunization certificate*
• Proof of an eye exam (Due by _____________________)
• Proof of a dental exam (Due by ____________________)
• Court documents pertaining to your child, if applicable
*_______________________________________________
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District Forms – INTERNAL ONLY!
Form Name
Purpose
Notes
Affidavit for
Birth
Certificate
Parent/Guardian is unable to
produce the child’s Birth Certificate.
They have 30 days to obtain a copy
if they do not
Health
Consent Form
Should be completed by the
parent/guardian and given to
school nurse.
Non Custodial Person enrolling the student is not
Parent /
the legal parent/guardian of the
Guardian Form student.
Renunciation
of Custody or
Charge
Person enrolled a student using the
“Non Custodial Parent / Guardian”
form and is now renouncing that
statement.
Student
Residency
Affidavit
Person enrolling student does not
have deed/lease or utility bill in
their name.
Media and
District
Coverage
Must be filled out from year to year
on each student.
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District Forms – INTERNAL ONLY!
Form Name
Purpose
Home
Language
Survey
Copy form, put original in cum.
Elem Schools – Give copy to ESL
teacher if guardian indicates home
language is other than English.
Sec Schools – If student is new to
FCPS and guardian indicates home
language is other than English,
contact Martha Rodriguez for
further info. Give copy to ESL
teacher.
Household
Must be filled out upon registering
a brand new student. If family is
registering at more than one
school, please make a copy for
them to take to the next school.
Copy form and place in student’s
cum. Send original in courier to
Doug Gibson , Technology - IAKSS.
Registration
Basic information about the
student. Elementary schools have a
standardized registration form.
KDE Forms
Forms KDE has developed.
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Notes
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Start Status and End Status Codes
See pages ___________ of the Attendance Manual
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Home/Hospital
• Students too ill to attend school can apply for
home/hospital instruction.
• Application can be found online:
www.fcps.net > Administration >
Departments > Student Support >
Homebound & Hospital Services
• Home/Hospital data is maintained by Nena
Middleton at IAKSS.
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Geo Codes
• All addresses have a “Geo Code” that
associates the address with a school’s area.
• To check an address for placement in your
school, find the street directory online:
www.fcps.net/tools/street-directory
Out of Area
• See page ___________ of the Student Code
of Conduct
• Contact Jean Salley with any Out of Area
questions (381-4122)
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Transportation Codes
Part of our funding is based on how far Fayette County
transports a student each day. This is signified by the
transportation code or “Tcode”.
See page ________ of the Attendance Manual
Overage / Underage
Students
See page ________ of the Attendance Manual
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Home School
• Parent/Guardian may educate their child at
home. Before doing so the parent/guardian
must:
___________________________________________
___________________________________________
___________________________________________
___________________________________________
• A student may be reenrolled after homeschooling after the following has occurred:
___________________________________________
___________________________________________
___________________________________________
___________________________________________
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20 Day Attendance Reporting Calendar
• The school year is broken down into 10 months. Each
month has 20 days, with the exception of month 10
which has 11 days.
• See page ___________ of the Attendance Manual,
and also find the latest 20 Day Calendar online:
Index > FCPS DPP Support Site > Calendar
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Student / Staff Addresses
• Addresses or Households are maintained at
Central Office.
• ALL phone numbers are maintained at the
school level. This includes the household
phone number.
• See the Household Information Flow Chart
online:
Index > FCPS IC Support Site > Household
Information > Household Information Flow Chart
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How can I tell if a household has
been verified?
• Go to the Search tab; search “Household”
• In the search window, type a name of any person in
the household; click “Go”
• Click on the household name
• Look in the “Date Household Verified” field
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Household Flow Chart
Has the student ever been enrolled in Fayette County
Public Schools?
Yes
No
Has the student’s Household
been verified?
Yes
No
Print the student’s
Summary Page, sign and
clearly mark changes.
FAX: 381-4943
The only changes to be faxed
are:
• Household Address
• Add/Delete emergency
contact
• Incorrect checkboxes
marked on Relationships tab
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Have the parent fill out a
Household Form and
courier to Doug Gibson at
IAKSS
REMEMBER
• You can make changes to
household phone numbers
Path: Census>Home Phone
• To remove a household phone
number, change to all zeros
• Only enter one address in the
email field on personal contact
information
• Additional email addresses
should be entered in the
comments box
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Household Information Updates
• Household forms can be found in Infinite Campus:
Index > FCPS IC Support Site > Household Form
• Only households that have NOT been verified need a new household form.
• Other changes or additions should be made on the summary page for ONE
student in the household. Please add the school name, sign and fax changes to
381-4943.
• Address changes are made for the entire household. If only selected members
of the household are changing addresses, please indicate this on the summary
page.
• Guardian information contained in the “Personal Contact Information” should
be changed by the registrar at the school. (Changes should be made under
Index > Census > People on the Guardian’s demographic tab, not the student’s)
• Look over the household form to be sure it includes an address, phone number
and is signed and dated at the bottom.
• Emergency contacts must have at least one phone number to be added in IC. If
the person does not have a phone number, they can be added to the “Flags”
tab as a transportation flag.
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A closer look at enrollments
•
The enrollments tab will show enrollment records for the student’s
educational career in FCPS going back to the 07-08 school year. You
may also see enrollment history that has been imported from other
Kentucky school districts.
•
Enrollment records are broken into four major sections:
– General Enrollment Information
– State Reporting Fields
– Special Ed Fields
– District Defined Elements
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A closer look at:
General Enrollment Information
•
•
Schedule – Most schools only have one schedule; “Main.” Schools with
multiple schedule structures need to be careful which schedule is chosen.
Grade – The grade level associated with the student.
–
–
–
–
•
•
•
•
•
•
•
•
•
•
00 – Kindergarten
99 – 4 year olds
98 – 3 year olds
97 – 2 year olds
Class Rank Exclude – Your counselor will alert you if this checkbox should be
checked.
Start Date – The date the student came to be educated.
No Show – Checked only if the student was expected to attend, and never
attended. Typically only used prior to the beginning of the school year and on
day 1.
End Action – Used at the end of the year to identify retentions.
Service Type – Always primary unless the student is shared between two
buildings.
Start Status – Indicates why the student was enrolled in our school district
End Status – Indicates where the student went after withdrawing.
Dropout Reasons – Chosen when a student drops out.
Start Comments – When a student enrolls from outside of FCPS, it helps to
type what school and district the student enrolled from.
End Comments – When a student withdraws to a school outside of FCPS, it
helps to type what school and district the student enrolled in.
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A closer look at:
State Reporting Fields
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
State Exclude – A checkbox to indicate we don’t receive funding for the student. Do
not check without direction from the DPP Office to do so.
Perkins Only – Vocational students
Migrant, Immigrant, Refugee – These fields are monitored by the Migrant
department. Do not alter these fields without direction from the Migrant Office to
do so.
Out of State – Do not check. We do not serve out of state students
Extra Year in Primary – Indicates the student took more than 4 years to complete
the primary program.
Program 504 – This field is maintained by Sheila Clark at IAKSS. Do not check this
box.
School Choice –
Homeless – This field is maintained by Pam White at IAKSS. Do not check without
direction from Pam.
Living Status – Used in conjunction with the Homeless checkbox. Maintained by
Pam White at IAKSS. Do not alter without direction from Pam.
Foreign Exchange – Check only if the student is a Foreign Exchange student.
Dropout Questionnaire – Date field to indicate the date a dropout questionnaire
was completed
Resident District – Indicates the student is an out-of-county student. We only allow
out of county students for students of FCPS employees. They pay tuition to attend
FCPS. Do not alter without direction from the DPP Office to do so.
District and School of Accountability – Used for testing accountability. Monitored
and maintained by the assessment office. Do not alter without direction from the
assessment or DPP Offices.
KEES Override – Info for KEES funding. Monitored and maintained by Sherry Poore
at IAKSS.
Underage Waiver – If a student is too young to attend kindergarten or first grade,
but did attend either of those grades in another state, the Underage Waiver
indicates to KDE that we still receive funding for the student. For more info see
page ________ of the Attendance Manual.
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A closer look at:
Special Ed Fields
This section is maintained by the Special
Ed Facilitator at each school. Registrars
do not have rights to change anything in
this section.
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A closer look at:
District Defined Elements
These fields are specific to FCPS and will not
transfer between districts.
• Enrollment Reason – Why the student is
enrolled in your building.
• Student Residency Affidavit – If a student is
enrolled in your building and completes this
affidavit, check the box
• Financial Aid
• Primary Retention Year – If a primary school
student is retained, enter the year of retention.
• Primary Grade Retention – Complete if the
student has completed an extra year in the
Primary program.
• PE Waiver – Old field. Use the “Waiver” tab
instead.
• PTP – Old field. This data is maintained on the
Gifted/Talented tab.
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Electronically Requesting
Records
• Records can be electronically
requested and released to other
Kentucky public school districts.
• This process does not work for
schools within FCPS. We must
use email, phone, fax for those
requests/releases.
• See page _____ of the
Attendance Manual for further
information.
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